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Main's Writers Group: JV Boswell
Main's Writers Group: JV Boswell

Book Signing by JV Boswell, author of Another Chance and readings of works by members at the monthly meeting on Monday, April 20 at 6 pm

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Library Board Meeting Minutes
February 25, 2015
PRESENT:                  Brenda Drew, Kirsta Millar, David Lydiard, Gail Zwirner, Danita Green, Peter Blake, Daisy Weaver, Benjamin Lambert and Laura Drewry; City Attorney

LIBRARY STAFF:     Harriet Coalter, Clay Dishon, Karin Hansen, and Cheryl Clarke

ABSENT:                    Larry Olanrewaju; Leighton Powell, Friends

Called to order by Brenda Drew, Chair at 12:03 p.m.
Minutes from the January 28th meeting along with the current agenda and pending donation list were unanimously approved.

Public Comment Period

None were present.

Public Hearing

Children’s Internet Protection Act Compliance

Board members received a copy of the library’s Computer and Acceptable Internet Use Policy, which Ms. Coalter reviewed and noted that the policy is in compliance with both State law and the Children’s Internet Protection Act; no changes are needed for the Board to comply.  The Library of Virginia reviews our policy every two years to ensure compliance with the Children’s Internet Protection Act.  No public comment was given.

REPORTS

Friends of the Library

Ms. Coalter reported in Ms. Powell’s absence:  the Book Drive will be held on March 7th in preparation for the upcoming Book Sale, which will be held on April 10th and 11th.

Library Foundation

Ms. Hansen reported: an independent audit of the Foundation’s finances was recently completed and reviewed by the Foundation Finance Committee (it was a positive assessment).  An application for a Dominion grant for the Rain Garden Project at the Westover Hills Library is in progress as well as numerous others.  The mailing list is being prepared in advance of the Foundation’s spring appeal that goes out in April.

Administration

Ms. Coalter reported: the library will be purging the SIRSI database of users inactive for three years or more (approximately 5,500 with fines just under $150,000).  The library’s fine collection process was explained which includes the use of a collection agency and the ability to have fines deducted from state tax returns.  Under state law, the library cannot collect on fines over three years old.

RVA Reads - books in the home project is in process. The project is developed with the Office of Community Wealth Building and Richmond Public Schools, distributing books at the 3 RPS preschool centers.

Councilman Baliles is requesting funds for a 1,000 sq ft. expansion to the West End Library renovation project.  Possible future grant projects at the Main Library include a teen space as well as a technology training space on the 1st floor.

Main Library 2nd floor renovation has a tentative completion date of March 23rd.  Roof replacement project at Main has been completed.

Summer Learning Challenge dates are June 8th – August 22nd.  Patricia Hein, Parenting Education Coordinator, will attend a National League of Cities event in Jacksonville, Florida in April.  

Ms. Coalter and Ms. Drew will present to the Richmond City Council’s Governmental Operations Committee on March 26th.

BOARD COMMITTEE REPORTS

Chairman

Motion made by Peter Blake to amend approved 2015 meeting dates to include an additional meeting on Wednesday, April 1st at 1:00pm to discuss the Library Director search. The motion was seconded by Gail Zwirner and unanimously carried.

Ms. Drewry, City Attorney, distributed a list of all current board appointments and gave an overview of requirements related to appointment to the Library Board.  She also reported that the Main Library’s property title that has been previously transferred to RHDA is being transferred back to the library.  Ms. Drewry reminded board members of FOIA requirements for meetings and that electronic meetings are prohibited.

Finance

Ms. Millar reported: the committee reviewed the operating budget and special funds account budget.  It was proposed that a joint meeting be organized to include the Finance and Facilities committees to discuss the West End Library renovation.

Facilities

Ms. Zwirner reported: the facilities committee did not meet in February.  She thanked Ms. Drewry for her office’s assistance in locating the building title and arranging for its transfer. Ms. Zwirner asked about using grant funding for public buildings.  After discussion, Ms. Drew stated that she would talk individually with Board members about public/private partnerships vs. City funding for future library construction projects.

Governmental & Community Relations

Mr. Blake reported: Mr. Peter Blake discussed the importance of the City Council’s Governmental Operations meeting.  He urged Board members to attend if they are available on March 26th

 

Succession Planning

Mr. Lydiard reported: the posting for Library Director had been posted.  The committee intends to solicit staff representatives from each location and also to distribute a survey to staff regarding their vision for the new Library Director.

Strategic Planning/ Neighborhood Assessment & Planning

Ms. Millar reported: the committee is currently accepting additional members.

 

UNFINISHED BUSINESS

Westover Hills Rain Garden

Ms. Zwirner inquired about the status of the Westover Hills Library Rain Garden Project.  Ms. Coalter reported that the gutters on the building had been replaced and that Luck Stone Construction had agreed to donate stone and soil.

 CLOSED MEETING

Motion made by David Lydiard that the Richmond Public Library Board of Trustees go into a closed meeting pursuant to section 2.2-3711(A) of the Virginia Freedom of Information Act for the purpose of protection of privacy of individuals in personal matters not related to public business. The motion was seconded by Brenda Drew and unanimously carried.

The Board reconvened in public session at 1:16 p.m. (Certification of Closed Meeting Attached)
 There being no further business the meeting was adjourned at 1:17 p.m.
The next meeting will be held on Wednesday, March 25, 2015 at 12:00 p.m. at the Westover Hills Branch.

Recorder: Clay Dishon                                                                                                             Approved:  Ms. Brenda Drew, Chair

 

 CERTIFICATION OF CLOSED MEETING – 1:16p.m.

WHEREAS, the Richmond Public Library Board of Trustees has convened in closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and

WHEREAS, section 2.2-3712 of the Code of Virginia requires a certification by this Board that such closed meeting was conducted in conformity with Virginia law;  NOW, THEREFORE,

BE IT RESOLVED:

That the Board hereby certifies that to the best of each member’s knowledge (i) only public business matters lawfully exempt from open meeting requirements under the Virginia Freedom of Information Act and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the closed meeting by the Board.

WITNESS the following vote of Committee members, as recorded below:

                                                                                        PRESENT & CERTIFYING:                                                   DECLINING TO CERTIFY:

Brenda Drew              
Kirsta Millar               
David Lydiard              
Gail Zwirner               
Danita Green              
Peter Blake                 
Daisy Weaver             
Benjamin Lambert